UPTON PARISH COUNCIL
NOTICE OF ORDINARY MEETING OF THE PARISH COUNCIL
Wednesday 28 October 2026 at 7.00 pm
Upton Village Hall, Upton, Oxfordshire
Date of Notice: 23rd October 2026
To: All Members of Upton Parish Council
You are hereby summoned to attend an Ordinary Meeting of Upton Parish Council, to be held at Upton Village Hall on Wednesday 28 October 2026 at 7.00 pm, for the purpose of transacting the business set out in the agenda below.
Members of the public and press are welcome to attend. To assist with seating arrangements, attendees are encouraged to contact the Clerk in advance.
Benjamin Shaw
Clerk & Responsible Financial Officer
Upton Parish Council
parish.clerk@uptonparishcouncil.gov.uk
AGENDA
- Apologies for Absence
To receive apologies for absence.
- Declarations of Interest
To receive declarations of disclosable pecuniary interests and other relevant interests relating to items on the agenda, and to consider any requests for dispensations.
- Approval of Previous Meeting Minutes
3.1 To consider and approve the minutes of the Ordinary Parish Council meeting held on Wednesday 30 September 2026.
3.2 To receive the minutes or recommendations of the Finance Committee meeting held on 25 October 2026, if available.
- Matters Arising and Outstanding Actions from Previous Meetings
To receive progress reports on matters previously considered by the Council and determine whether further action is required.
4.1 External Audit 2025/26 – Benjamin Shaw, Clerk & RFO
To receive an update on the implementation of the external auditor’s recommendations, including improvements to financial reporting, reconciliation procedures, AGAR preparation and the annual compliance timetable.
4.2 Recreation Ground and Playground Maintenance – Cllr Yates
To receive an update on outstanding playground maintenance, the swing beam, cableway inspection and any outstanding insurance or professional assessment matters.
4.3 Recreation Ground Storage Container – Cllr Head & Yates
To receive an update on planning enquiries, advice from Vale of White Horse District Council and the proposed delivery and installation arrangements.
4.4 Information Technology, Website and Document Management – Cllr Head
To receive an update on the Council’s website, email systems, document-management arrangements, provider comparisons and proposed compliance improvements.
4.5 Chapel Furlong – Cllr Head
To receive an update on the Chapel Furlong working group’s activities, proposed community engagement, land-management arrangements and future planning considerations.
4.6 Village Survey and Community Engagement – Cllr Yates
To receive an update on the progress of the village survey and the work undertaken by the authorised volunteers.
4.7 Council Meeting Calendar –Clerk & RFO
To confirm that the Council’s published meeting calendar has been reviewed and updated to reflect the agreed meeting dates.
- Open Forum – Public Participation
To receive representations from members of the public on matters relevant to the Parish Council.
Maximum 15 minutes, normally limited to three minutes per speaker.
- District Councillor’s Report
To receive a report from the District Councillor, including updates on planning, enforcement, Wattle Cottage Farm and other relevant district matters.
- County Councillor’s Report
To receive a report from the County Councillor, including highway maintenance, village entrance gates, funding opportunities and other relevant county matters.
FINANCE AND ADMINISTRATION
- Bank Balances and Financial Position
8.1 To receive the Treasurer Account balance as at 30 September 2026 – £33062.70.
8.2 To receive the Business Bank Instant Account balance as at 30 September 2026 – £21698.15.
8.3 To note the Council’s total available funds – £54760.85.
8.4 To receive any significant updates to the Council’s financial position.
- Payments and Receipts
9.1 To receive the schedule of payments and receipts for September 2026.
| Transaction Date | Transaction Description | Debit Amount | Credit Amount |
| 28.09.2026 | Microsoft | 10.3 | |
| 24.09.2026 | Staff Costs | 1134.33 | |
| 15.09.2026 | Bank Charges | 4.25 | |
| 15.09.2026 | PCC Donation | 1500 | |
| 15.09.2026 | Mobile | 8.56 | |
| 03.09.2026 | Precept | 188730 |
9.2 To receive details of income, donations and other receipts. PCC donation from the village Fete and Precept
- Councillor and Clerk Expenses
10.1 To receive and consider any submitted councillor or Clerk expense claims, including mileage and reimbursable expenditure, with supporting receipts where applicable; to approve eligible claims in accordance with the Council’s adopted policies and Financial Regulations.
- Banking and Payment Authorisation
To confirm the Council’s payment authorisers for the forthcoming period.
- Bank Reconciliation
12.1 To receive the bank reconciliation to 30 September 2026 and to approve the reconciliation in accordance with the Council’s adopted Financial Regulations.
- Quarterly Budget Monitoring – 2026/27
13.1 To receive the budget monitoring report for the three month and six months ending 30 September 2026.
13.2 To consider income and expenditure against the approved budget.
13.3 To review significant variances and the projected year-end position.
13.4 To consider recommendations from the Finance Committee.
- Finance Committee Recommendations – 2027/28 Budget and Precept
To receive the recommendations arising from the Finance Committee meeting scheduled for 25 October 2026.
14.1 Draft income and expenditure estimates for 2027/28.
14.2 Staffing and administration costs.
14.3 Grounds maintenance, playground inspections and contractual commitments.
14.4 General and earmarked reserves.
14.5 Capital expenditure and asset replacement priorities.
14.6 Chapel Furlong and Recreation Ground financial commitments.
14.7 Proposed precept for 2027/28 and its estimated impact on Band D households, where the necessary information is available.
14.8 To consider adoption of the proposed budget and precept or determine any further work required before formal approval.
- External Audit 2025/26 – Corrective Action Plan
15.1 To receive the current corrective action plan.
15.2 To review progress on the auditor’s recommendations.
15.3 To consider the proposed annual AGAR compliance timetable.
15.4 To approve any additional actions required to strengthen financial governance and accountability.
- Asset Register
16.1 To receive the updated Asset Register for 2026/27.
16.2 To consider the recommendations arising from the Finance Committee’s review.
16.3 To review any corrections to ownership records, asset descriptions and historic acquisition values.
16.4 To consider approval of the updated Asset Register.
- Financial Regulations, Risk Management and Insurance
17.1 To consider recommendations from the Finance Committee concerning the Council’s Financial Regulations.
17.2 To review financial risk-management arrangements.
17.3 To consider insurance arrangements for Council assets, public facilities and volunteers.
17.4 To approve any necessary amendments or further actions.
VILLAGE MATTERS
- Recreation Ground and Play Area
18.1 To receive an update on the condition and maintenance of the Recreation Ground and playground.
18.2 To consider the outstanding swing beam repair or replacement.
18.3 To receive an update on the cableway, including professional assessments, remedial requirements and the continued closure of the equipment.
18.4 To consider any further inspections, repairs or replacement equipment required.
18.5 To review the maintenance of playground safety surfacing.
18.6 To consider external funding opportunities, including the County Councillor Priority Fund.
18.7 To approve any further actions or expenditure within the Council’s authority.
- Recreation Ground Storage Container
19.1 To receive an update from Cllr Peter Head concerning planning guidance.
19.2 To consider whether further planning approval or a Lawful Development Certificate is required.
19.3 To review delivery and installation arrangements.
19.4 To determine the next steps.
- Village Survey and Community Engagement
20.1 To receive an update on the village survey.
20.2 To consider distribution arrangements and the proposed timetable.
20.3 To review arrangements for analysing and reporting residents’ responses.
20.4 To agree any further actions required.
- Tree at Cornerways, Church Street
21.1 To receive an update on enquiries concerning ownership and maintenance responsibility.
21.2 To consider any information received concerning tree protection or safety.
21.3 To determine whether further enquiries or professional advice are required.
- Village Maintenance and Volunteer Support
22.1 To review outstanding village maintenance matters.
22.2 To consider the offer of assistance from the Rapid Relief Team concerning a community litter pick.
22.3 To consider suitable areas for litter collection.
22.4 To review proposed insurance, risk assessment and waste disposal arrangements.
22.5 To determine whether the Council wishes to support the proposed activity, subject to appropriate safeguards.
PLANNING AND LOCAL GOVERNMENT
- Planning Applications
To consider planning applications received from Vale of White Horse District Council and agree any representations.
23.1
Ref: P26/V4614/HH
Proposal: Erection of a detached garage with ancillary accommodation.
Location: Dulcina Newmans Close Upton Didcot OX11 9JA
23.2 Application Reference:P26/V4375/DIS
Location: Skippets Stables
Dene Hollow
Chilton
OX11 0SN
Proposal: Discharge of condition(s) 3 (Surface water drainage details), 4 (Foul water drainage details), 5 (Land contamination details), 6 (Tree protection details), 7 (CEMP: Biodiversity), 8 (Photographic schedule of materials), 9 (Landscaping scheme) and 10 (Biodiversiry enhancements) on planning application P25/V1051/FUL.
- Wattle Cottage Farm – Planning Appeals
24.1 To receive an update following the Planning Inspectorate hearing scheduled for 6 October 2026.
24.2 To consider any further correspondence or procedural developments.
24.3 To determine whether any further Parish Council action is required.
- Councillor Vacancy
25.1 To receive an update on the current vacancy.
25.2 To consider expressions of interest, if any, subject to the statutory co-option requirements.
25.3 To consider further publicity or recruitment arrangements.
- Local Government Reorganisation
26.1 To receive any relevant updates concerning local government reorganisation in Oxfordshire.
26.2 To determine whether any further action is required.
- North Wessex Downs National Landscape and Neighbourhood Planning
27.1 To receive an update from Cllr Peter Head on liaison with the North Wessex Downs National Landscape team, where available.
27.2 To consider any relevant planning or landscape protection developments.
27.3 To receive an update on preliminary enquiries concerning a potential Neighbourhood Development Plan.
27.4 To determine whether further action is required.
GOVERNANCE AND COMMUNICATIONS
- Information Technology and Website
28.1 To receive an update from Cllr Peter Head on the Council’s website, email and document-management arrangements.
28.2 To consider the provider options appraisal and compliance gap analysis.
28.3 To review website accessibility, security, records management and statutory publication requirements.
28.4 To consider any proposed expenditure or migration arrangements.
28.5 To determine the next steps.
- Contributions to Upton News
29.1 To consider proposed updates concerning Council projects, Recreation Ground matters and community engagement.
29.2 To consider appropriate acknowledgement of volunteers and community organisations.
- Council Meeting Schedule
30.1 To review the remaining Council meeting dates for 2026/27.
30.2 To consider the timetable for budget approval, precept determination and year-end reporting.
30.3 To confirm that the published meeting calendar is accurate.
- To consider a formal request from Upton Village Hall Amenities Trust (UVHAT) for permission to install a soakaway within the Parish Council-owned Recreation Ground to improve the drainage of rainwater from the Village Hall roof.
The proposed works include:
- Excavation of a soakaway approximately 1.2 metres deep and 1.5 metres square, situated approximately 5 metres from the Village Hall.
- Installation of soakaway crates, geotextile membrane, shingle and associated drainage pipework.
- Disposal of approximately one tonne of excavated material along an agreed boundary of the Recreation Ground.
- Reinstatement of the affected ground following completion.
A quotation of £1,750 has been provided by local contractor Luke James, with the works expected to take approximately one day. The quotation and supporting proposal have been circulated for consideration.
Council is requested to:
- Consider whether to grant landowner permission for the proposed soakaway and associated drainage works.
- Review the proposed location, excavation arrangements, disposal of spoil and reinstatement of the Recreation Ground.
- Consider the adequacy of the proposed risk assessment, method statement, underground services checks, contractor insurance and public safety arrangements.
- Confirm that UVHAT will be responsible for all installation, reinstatement, ongoing maintenance and future remedial costs, including any ground settlement or subsidence.
- Consider arrangements for notifying residents of the proposed works, including anticipated dates and times.
- Resolve whether to grant permission, subject to appropriate conditions and satisfactory supporting documentation, or defer the decision pending further information.
Financial implications: No expenditure is proposed from Parish Council funds. All costs are expected to be met by UVHAT, subject to written confirmation.
- Date of Next Meeting
To confirm the date, time and venue of the next Ordinary Meeting of Upton Parish Council.